Managing Attendance

As an HR person, you can view or change the past or current attendance details of an employee. This change in attendance can affect the payroll processing.

To view the employee’s attendance:

On the HR menu, under Attendance, click Manage attendance.
In the Employee search text box, enter the employee name/employee ID or press SPACEBAR (on the keyboard) once to retrieve the list of employees and then select the employee from the list.
In the Select month drop-down box, select the month for which you want to view the attendance.
In the Select year drop-down box, select the year for which you want to view the attendance.
Click View.

The attendance details for the selected employee are displayed. The attendance details displayed are as follows:

Attendance details

Field	Description
Date	Displays the attendance for those dates against which the details are captured
In-time	Displays the log-in time of the employee for the corresponding date
Out-time	Displays the log-out time of the employee for the corresponding date
Default shift	Displays the actual shift the employee belongs to
Shift	Displays the shift in which the employee has logged in
Total Hrs	Displays the total hours worked by the employee on that date
Attendance	Displays the status of attendance as available in the attendance details sheet uploaded by the HR
Payroll status	Displays the payroll status of the employee - Present, absent, LOP, LOP (AB), weekly off, holiday.

Note 1: indicates loss of pay as there is no leave record or attendance data for the employee. It can also indicate that the employee has not served the minimum number of hours during the day.

Note 2: indicates a loss of pay due to an applied leave by the employee.

Note 3: Single swipe absent or present is based on admin configuration set under attendance module.

To perform an advanced search and filter the attendance details of the employee :

Click .
Do one of the following:
To view the attendance details of the current payroll period, select the Current payroll process period check box.
To view the attendance details for a particular period, do the following:

Click the From date text box and on the calendar, select the date from when you want to view attendance details.
Click the To date text box and on the calendar, select the date up to when you want to view attendance details.
In the Status drop-down box, select the check box corresponding to the status for which you want to view the attendance details.
Click View.

The employee details and attendance details corresponding to the search criteria are displayed.

Click More details to view additional details of an employee.

The additional details displayed are:

Additional details of an employee

Field	Description
Location	Displays the name of the city/ location of the organization
Division	Displays the division in which the employee is currently working
Sub process	Displays the sub process to which the employee currently belongs
Branch	Displays the name/location of the branch in which the employee is currently working
Process	Displays the process in which the employee is currently working

To edit the attendance for a specific date:

On the list of attendance details, select the Date for which you want to edit attendance.

The Edit Attendance dialog box appears with the following details:

Table 3: Attendance details corresponding to a date

Field	Description
Employee	Displays the name of the employee
Date	Displays the date for which attendance has to be edited
In-time	Displays the time the employee entered the workplace on the corresponding day
Out-time	Displays the time the employee left from the workplace on the corresponding day
Total hrs	Displays the total number of hours the employee worked on the corresponding day
Attendance	Displays the employee’s attendance status for the day - Present, Absent, Holiday, Weekly Off, LOP, Loss of Pay (AB), Comp Off.
Payroll status	Displays the payroll status of the employee for the corresponding date - Weekly Off, Holiday, Leave, Present, Loss of Pay
Remarks	Displays the reason to change the attendance details

In the Payroll status drop-down box, select a Payroll status.
In the Remarks text box, enter relevant remarks.
Click Save.

The attendance details for the corresponding date are updated.

Note: To exit from the dialog box without making any changes, click Cancel.

Click to know more:

Attendance

Approve/Reject Regularization of Attendance

Generating Attendance Regularization Report

Upload Attendance

Exclude an Employee from the Swipe List

Managing Overtime

Regularization of Attendance

Update Payroll-LOP Reversal